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Orchestrated Square Integration

What is it?

The Orchestrated Square Integration is a link between your Square POS and Orchestrated that eliminates manual data entry by automatically posting daily transactions and payments.

 

What is it doing?

  • The integration will replace your current daily or weekly manual posting of transactions from your Square POS
  • The automated process will be:
  • An A/R invoice created daily that includes all the purchases in Square with a line for each item (Spirits, Merchandise, Glass, etc.). These are the current categories you have setup in Square.
  • Payments are posted against that invoice as a separate Incoming Payments for each payment means (Cash, Credit Card, and Gift Card).
  • These payments create Journal Entries behind the scenes to the cash or clearing accounts defined and linked between Square and Orchestrated.

The integration will NOT affect or decrement inventory within Orchestrated.

An A/R Invoice (fig. 4) is created daily that includes all the purchases through the Square POS with a line for each category. These categories are defined and linked in both Square and Orchestrated.

Payments are posted against that invoice as separate Incoming Payments (figs. 5-6) for each payment means (Cash, Credit Card, and Gift Card).  These payments create Journal Entries behind the scenes to the cash or clearing accounts defined and linked in Square and Orchestrated.

A Journal Entry for the deposit to the bank account (fig. 7) may include deducted Square Fees and Square Capital Payment, as applicable.

 

How do I know it’s working?

Once configured, the Orchestrated Square Integration will automatically post invoices and transactions nightly – there is no manual entry or approval required.

Values populated on Orchestrated documents can be verified against key reports in the Square Dashboard.  Totals on an A/R Invoice (fig. 4) and corresponding Incoming Payment(s) (figs. 5-6) will match totals on the Square Category Sales Review (fig 1) and Square Sales Summary (fig 2).

Note: Refunds will be captured on a separate A/R Credit Memo within Orchestrated.  They will not tie to an A/R Invoice because of the nature of refund processing timelines in Square.  

 

Screenshots

Fig. #

Screenshot Title

Description

1

Square - Category Sales Review

Lists sales by category for the period selected. The Net Sales totals (A-D) are carried over and populated on an Orchestrated AR Invoice (fig. 4).

2

Square - Sales Summary

Lists a summary of sales for the period selected.  Tax, Tips and the Total (E, F, G) are recorded on an Orchestrated AR Invoice (fig. 4).  Various payment types (H-I) are recorded as separate incoming payments (fig. 5-6).  The Square Fees (J) are captured on the Banking Deposit Journal Entry (fig. 8).

3

Square – Deposit Report

Lists deposits to the bank for the period selected.  A deposit (K) may be reported up to several days after the corresponding sales and payment transactions due to processing times.

4

Orchestrated – A/R Invoice

Reflects totals (A-H) from the Square Category Sales Review and Square Sales Summary (figs. 1-2).  Drill into Payment Means to see a list of the payments that were posted against the invoice (figs. 5-6).

5

Orchestrated - Incoming Payments 1

Reflects each payment mean posted to the correct GL (Petty Cash for Cash payments, Clearing Account for Credit Card payments, etc).  Each separate payment mean will garner a separate Orchestrated Incoming Payment.

6

Orchestrated - Incoming Payments 2

Reflects each payment mean posted to the correct GL (Petty Cash for Cash payments, Clearing Account for Credit Card payments, etc).  Each separate payment mean will garner a separate Orchestrated Incoming Payment.

7

Orchestrated – Banking Deposit Journal Entry

Reflects the 'behind the scenes' JE for the deposit to your checking account.  Includes the deducted Square Fees (K) and Square Capital Payment (if applicable) from the total deposit.  The posting date of the journal entry is the date the bank transfer is initiated from Square – this will not be the same date the invoice is created.

Fig. 1) Square – Category Sales Review

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Fig. 2) Square – Sales Summary

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Fig. 3) Square – Deposit Report

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Fig. 4) Orchestrated – AR Invoice

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Fig. 5) Orchestrated – Incoming Payments 1

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Fig. 6) Orchestrated - Incoming Payments 2

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Fig. 7) Orchestrated – Banking Deposit Journal Entry

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